Administrative Assistant

We are seeking a proactive and detail-oriented Administrative Assistant to support the smooth and efficient operation of our this role you will provide vital administrative support to managers and team members handling a variety of organizational and communication tasks. You will be entrusted with confidential and time-sensitive information and your ability to manage multiple responsibilities with discretion and accuracy is essential.

The ideal candidate will be well-versed in office procedures and familiar with a wide range of administrative concepts and practices. Strong communication skills both written and verbal are critical for success in this position. You will be expected to manage communications via phone and email ensuring that all tasks are completed with precision professionalism and in a timely manner.

This role may include the supervision or coordination of tasks performed by others. Were looking for someone who can work independently make sound judgments and bring creativity and initiative to planning and problem-solving efforts.

To perform this job successfully you must be able to carry out each essential function satisfactorily and adhere to the following core values:

• Integrity  Doing the right thing when no one is looking.
• Passion  Creating a positive impact.
• Work Ethic  Taking pride in your work.

As the Administrative Assistant you will:

• Answer and direct phone calls.
• Organize and schedule meetings and appointments.
• Maintain contact lists.
• Prepare and distribute correspondence including memos letters and forms. Ensuring accuracy clarity and professionalism in all communications.
• Assist in the preparation of regularly scheduled reports.
• Develop and maintain a filing system.
• Order office supplies.
• Book travel arrangements.
• Submit and reconcile expense reports.
• Provide general support to visitors.
• Provide information by answering questions and requests.
• Research and creates presentations.
• Generate reports.
• Handle multiple projects.
• Prepare and monitor invoices.
• Ensure operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintain supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contribute to team effort by accomplishing related results as needed.
• Carry out administrative duties such as filing typing copying binding scanning etc.
• Organize travel arrangements for senior managers
• Write letters and emails on behalf of other office staff.
• Book conference calls.
• Handle sensitive information in a confidential manner.
• Take accurate minutes of meetings.
• Coordinate office procedures.
• Reply to email telephone or face to face enquiries.
• Coordinate repairs to office equipment.
• Greet and assist visitors to the office

Qualifications :

• Knowledge of office management systems and procedures.
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Proficient in MS Office.
• High school diploma or equivalent; college degree preferred.

Additional Information :

Why Westgate

• Comprehensive health benefits medical dental and vision
• Paid Time Off (PTO) vacation sick and personal
• Paid Holidays
• 401K with generous company match
• Get access to your pay as you need it with our Daily Pay benefit
• Family benefits including pregnancy and parental leave and adoption assistance
• Wellness Programs
• Flexible Spending Accounts
• Tuition Assistance
• Military Leave
• Employee Assistance Program (EAP)
• Life Disability Accident Critical Illness & Hospital Insurance
• Pet Insurance
• Exclusive discounts for Team Member (i.e. hotels cruise resorts restaurants entertainment etc.) 
• Advancement & development opportunities
• Community Involvement Programs

Westgate Resorts is an Equal Employment Opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin protected veteran status disability status or any other protected status under federal state or local law. If you have a disability and believe you need a reasonable accommodation in order to complete your application or any part of the recruiting process please email with the job title and the location of the position for which you are applying.